COMPANY: ASG Equities (ASG), headquartered in New York, is the Gindi Family office. With 60+ years of experience, ASG owns and operates a portfolio of assets and also invests via limited partnerships with select managers. ASG's real estate holdings include retail, industrial, multifamily, office, hospitality, and parking assets located in or near major urban markets within U.S., Canada, and the U.K.
JOB SUMMARY: The Administrative Coordinator is responsible for assisting the Asset Management & Construction team in the oversight of maintenance operations and serve as tenant liaison for the portfolio. The right candidate should be a motivated, detail-oriented professional who works well as a team player and can operate in a fast-paced office. You will have the opportunity to work with seasoned professionals in a collaborative environment.
Interested candidates should send a resume to DETAIL:
Operations:
- Oversee the timely resolution of day-to-day operational issues in portfolio
- Create and maintain schedule of all maintenance contracts across portfolio (fire alarm maintenance, fire alarm 3 rd party monitoring, sprinkler/standpipe inspections- NFPA25, pest control, waste management, extinguishers, etc.)
- Create excel tracker for all inspections (elevator periodic & category tests, NFPA25, extinguishers, etc.) and corresponding service contracts (if applicable).
- Create and maintain schedule of all Local Law requirements, applicable to the building
- Maintain violation tracker and work with our consultant and vendor to prepare documentation for violation correction
- Create and maintain equipment list and warranty list
- Maintain utility account list and track usage based on bills
- Upon Lease execution, upload lease documents & abstract into tenant profile on Yardi and confirm square footage in Yardi matches the business plan's.
- Maintain contact directories per property (tenants, vendors, building codes)
- Arrange and coordinate tenant welcome package, move-in requirements, general property information, rules & regulations etc.
- Manage tenant move-in/move-outs to include certificates of insurance, signage, move management, closeout and inspection
- Request, organize, and track Certificates of Insurances (tenants and contractors)
- Work with Asset Managers to facilitate showings, ensure that vacant space is in showable condition and respond to any operational questions
- Assist with invoice review and processing (audit G/L codes on invoices, link invoices to purchase orders, link invoices to job cost/contracts,)
- Obtain W-9 forms and payment details from new vendors
- Assist Construction team in transferring project budgets from excel into Yardi and track respective contracts and invoices
- Execution of Contracts and Purchase Orders
- Assist in the preparation of operating and capital budgets, reforecasts and budget variances
- Bid and negotiate maintenance contracts
- Manage, schedule and coordinate project lists for off-site staff as needed
Tenant Relations:
- Promote, establish and maintain positive relations with tenants via regular proactive communication, meetings and routine follow-up
- Serve as tenant liaison and maintain a high level of tenant satisfaction
- Manage and facilitate the execution of tenant requests with Asset Managers, building staff and/or outside vendors to completion in a timely manner
- Receive, track and oversee the completion of Tenant requests
- Coordinate rent collections from tenants
General:
- Regularly monitor service contractors to ensure service is being delivered as per contract specifications and that insurance and contract documentation is in order
- Preparing & drafting letter templates and check off lists
- Respond to site emergencies when applicable and participate in emergency response protocol
- Regularly inform Asset Managers of topics discussed and action items to be addressed
Skills & Qualifications:
- BA/BS in business administration, real estate or related field required
- Demonstrate proficiency with Microsoft Office applications
- Minimum of 1-2 years experience working in Commercial Property Management
- Robust communication, organizational and administrative skills
- Ability to manage multiple priorities while demonstrating the initiative to produce results and resolve problems.
- Strong attention to detail